Document operations specialist

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This role is responsible for scanning, tagging, and organizing documents while ensuring all records are processed accurately and efficiently. Additionally, this role plays a critical role in maintaining document integrity by performing quality assurance (QA) checks, verifying accuracy, and resolving issues related to scanned or submitted documents. This position also requires someone who can troubleshoot document-related issues and is willing to travel (approximately 30%) to support other project locations and attend training, if needed.

JOB RESPONSIBILITIES

Document Management & Processing

• Scan, copy, and digitize high volumes of documents with accuracy and efficiency
• Sort, organize, and maintain both physical and digital records in accordance with company standards
• Ensure documents are properly indexed, labeled, and stored for easy retrieval

Quality Assurance (QA) & Compliance

• Perform quality checks on scanned documents to ensure clarity, completeness, and accuracy
• Review submissions for adherence to established standards and procedures
• Identify and correct errors before documents are finalized or uploaded

Technical Troubleshooting

• Troubleshoot failed or incomplete scanned submissions and resolve issues in a timely manner
• Identify root causes of recurring scanning or system errors and recommend improvements
• Support users with basic technical issues related to scanning systems, file management, and document uploads

Data Entry & Systems Support

• Accurately input and validate data from physical documents into digital systems
• Utilize tools such as Microsoft Excel and document management systems to track progress and maintain records

Field Support & Training (Up to 30% Travel)

• Travel to various locations to obtain training on location specific documents
• Observe workflows on-site and provide feedback to improve efficiency and consistency i.e tagging rules

This is not intended to be an all-inclusive list of the essential functions or duties related to this job

MINIMUM REQUIREMENTS

Education

• High school diploma or equivalent; additional administrative training is a plus

Certification/License

• Valid state driver’s license in good standing

Experience

• Proven experience in an administrative or clerical role

Knowledge, Skills and Abilities

• Proficient with Microsoft Office Suite (Word, Excel, Outlook) and office equipment
• Ability to handle confidential information with discretion
• Effective communication and time management skills
• Tech-savvy with the ability to quickly learn new systems and troubleshoot basic issues
• Ability to travel as needed

WORK CONDITIONS

Work Environment

• Work indoors during all seasons and weather conditions
• Local and/or multiple location traveling required
• Comply with Corporate dress code policy

Work Postures

• Sitting continuously for many hours per day, up to 6 hours per day
• Climbing stairs to access buildings frequently

Physical Demands

• Physical effort requiring manual dexterity is required, includes paperwork, calculators, computers and phone usage
• Lifting, pushing, pulling up to 10 pounds

Work Hours

• Working beyond “standard” hours as the need arises
• Travel up to 30%